Mississippi State University Guidelines for Budget Preparation

2021-2022 Operating Budgets

Table of Contents I. General Information – Budget System Access .................................. 3 II. Budget Reports for Departments ........................................................ 4 NZRDB2B – Banner to Budget Comparison NZRDWCR – Budget Working Copy Reports (Includes Final Copy option) NZRDFND – Invalid Distributions- Fund NZRDACT – Invalid Distributions – Activity Code NZRDACD – Invalid Activity Codes-Departmental Totals III. Budget Module Access Forms .......................................................... 5 NZABASE – Budget System Employee Base Update NZQBASE – Budget System Employee Lookup NZASLBD – Budget System Distribution Update NZABOPL – Operating Budget Line-Item Update NZAREVB – Budget System Revenue Update NZIBOPS – Operating Budget Summary NZAATHD – Athletic Department Activity Update IV. PROCEDURE FOR FINALIZING BUDGET INFORMATION ................ 13 V. Revenue Budgeting…………………………………………………13 On-Campus Revenue Budgeting Plant and Designated Fund Budgeting Procedures VI. Mississippi State University - Extension Service Distributions.….14 VII. Additional Information ................................................................. 14

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BUDGET CALENDAR FOR 2022 OPERATING BUDGET

April 27, 2021 (Tuesday) - Yellow budget allocation sheets distributed to Vice Presidents. May 18, 2021 (Tuesday) - All data changes and allocation sheets due from VPs to the Budget Office. Lock Budget System at 8:00 am. May 27, 2021 (Thursday) - Summary of budget to President for approval. .

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I. GENERAL INFORMATION

Budget System Access Request – eForm

If you do not currently have Banner access to the budget system, please submit an Administrative Banner Access Request eForm. List “Budget Module Access” in the Administrative Banner Page or Process section and select either Query or Update/Query in the Access field. Also, list the ORGs that you need access to in the Organization (Org Level) Security section or attach a file with a list of requested ORGs. Send the eForm to your Department Head/Fiscal Officer for approval and request that it be sent to the “Controller & Treasurer – Budget” group for final approval.

ACCESSING THE BUDGET SYSTEM The budget module is now accessible through Banner. Once you are logged into Banner, you can access the budget module pages directly in the search option or by the following:

• Banner Applications • Human Resources • MSU Budget System (MSUBUD)

• The data provided is from the July 1, 2020, budget. However, if you made any changes

in the budget module when you printed your Budget to Banner Comparison Report, the changes will be reflected in the mid-year changes block. Data is available immediately for update and, once final worksheets are printed, your data is complete.

• Security is controlled by the ORG. You must complete all funds using a specific org before selecting the final print. If you print the final for your Education and General org (i.e., 100000-ORG) you will be locked out of making changes to your other funds if they have the same org code.

• If multiple persons have access to the same org, you may lock your org by printing the

final report. The other person will not be locked out until they do a final print.

• Be sure that the position number and title codes are correct for each employee. If the position number is not the same, the new budget information will not load. An Employment Action Form will be required to make the necessary revision.

• Fringes will be updated during the nightly process.

• All amounts are presented as whole dollars, no cents. Negative amounts are not allowed

in Mid-Year or New Budget fields.

• Beginning Budget fields cannot be changed.

• Fund, Organization, Program, Activity and Account codes must be active in Banner as of the beginning of the New Budget Date.

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II. Budget Reports for Departments

NZRDB2B (Banner to Budget Comparison)

- Provides the current information from Banner and the Budget Module for each position within the selected Org.

- Report can be printed directly to your printer or sent to your email. NZRDWCR (Budget Working Copy Reports) Includes Final copy Option

- Provides the updated information for each position within the selected Org. - Report can be printed directly to your printer or sent to your email. - Select “N” for Working Copy and “Y” for Final Copy.

NZRDFND (Invalid Distributions – Funds)

- Provides a list of invalid funds on salary distributions. - Report can be printed directly to your printer or sent to your email.

NZRDACT (Invalid Distributions – Activity Code)

- Provides a list of invalid activity codes on salary distributions. - Report can only be sent to your email.

Printer: email Special Print: email address

NZRDACD (Invalid Activity Codes – Departmental Totals)

- Provides a list of invalid activity codes on operating lines. - Report can be printed directly to your printer or sent to your email.

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III. Budget Module Access Forms

NZABASE (Budget System Employee Base Update (screen1)

- Key Block includes Fiscal Year (2022), Cycle (1), Position (00….), then “Go”. - See page 6 for instructions on searching from position number field. - If an employee will be terminating prior to July 1, 2021 make the New Budget

July 1, 2021 block vacant by deleting the MSU ID. - Salary that is viewed on this screen is populated from the NZASLBD screen. - An employee’s MSU ID can only exist in one position record for Mid-Year

Budget and one position record for New Year Budget. - If a MSU ID is keyed, FTE must be <=1. If no MSU ID (pooled positions), FTE

can be >1. - If Mid-Year FTE is entered, the New FTE field will default to the same FTE. - Pay Basis is either 18 or 24. - Pay ID is SM - Contact Juli Rester at 325-1831 if you need assistance with setting up a new Title

code. - Titles have been updated; therefore, titles cannot be changed in the budget module

screens. If you have a title that needs to be changed, please e-mail Mimi Clark at mclark@controller.msstate.edu. Also, names and MSU ID#s were updated, but no monetary changes were made.

MSU ID Number, FTE, and Pay Basis can be changed.

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NZQBASE (Budget System Employee Lookup)

- Can be only be accessed from NZABASE by searching position number field. - Query only page. - Can search by MSU ID, Last Name, First Name or Middle Name. - Wildcard character ‘%’ can be used to return results for a partial name entry. - When row is selected (by clicking select in the bottom corner or by double

clicking the position number), the position number pulls up in NZABASE.

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NZASLBD (Budget System Salary Distribution Update (Screen 2 & 3)

- Key Block includes Fiscal Year (2022), Cycle (1), Position (00….), then “Go”. - See page 6 for instructions on searching from position number field. - Data saved here will also post to NZABOPL (Operating Budget Line-Item table)

and NZABASE (Budget System Employee Base Update). - Contact Amy Burchfield at 325-1747 if you need assistance with setting up new

Non-Restricted Fund, Organization or a Program Code. - Contact Sponsored Programs Accounting at 325-1937 if you need assistance with

setting up a new Restricted Fund. - Contact MaryAnn Latham at 325-0869 if you need assistance setting up a new

Activity Code.

Salary and Distribution can be changed

- Interim Changes: For adjustments necessary to reach the current salary, or salary prior to July 1, 2021. Negative or positive amounts can be entered.

- Mid-Year Budget: Display Only - Raises: Raises that are effective July 1, 2021 (12-month) or August 16, 2021 (9

month). Field will be unlocked only if raises are allowed for the current budget cycle.

- Promotions: Approved Promotion increase (Title change is required). The budget office will update the title once the approved promotion list has been received from your VP/Provost.

- Education Achievements: Used to reflect degree attainment. For adjustments effective July 1, 2021.

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- Reclassifications: Used for reclassifications and equity adjustments that are approved by Human Resources. For adjustments effective July 1, 2021.

- Other: Used for reallocations, redistributions, FTE changes, etc. that are necessary to reach the July 1, 2021, salary. Negative or positive amounts can be entered.

- Other 2: This is an additional field for future use and will be locked until needed. - New Budget: View Only. Total Beginning Budget, Interim Changes, Raises,

Promotions, Educational Achievements, Reclassifications, and other amounts. - Percentage: Percentage for each distribution. - Totals: Totals for each amount column including percentage. Total percentage for

all distributions must be 100%. - Raise Percentage: Raise total / Mid-Year Budget. - Overall Percentage: (New Budget total – Mid Year budget) / Mid-Year budget

Rules:

- Form uses Org level security to know if the distribution line can be changed. - A user should have rights to view an employee’s data if they have rights to any of

the Orgs listed on the position. - User can add rows. - User cannot delete a row with a Beginning Budget amount. If a distribution is not

going to be used, enter a negative amount in the Interim Changes field to zero out the line.

- If all amounts are zero, the record cannot be deleted if it is the only distribution line listed for the position.

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NZABOPL (Operating Budget Line Item Update (Screen 4) .

- Key Block includes Fiscal Year (2022), Cycle (1), Fund, Organization, Program, and Activity, then “Go”.

- Fund, Organization and Program codes are required fields. - Mid-Year and New Budget are calculated. - Allows changes to Travel, Contractual, Commodities, Equipment, Other than

Capital, and Transfers. - Fringes can be manually entered or updated by the custom fringe process.

Operating Lines can be changed.

- Interim Change: For adjustments prior to July 1, 2021. - Mid-Year Budget: Display Only - Increase/Decrease: For adjustments effective July 1, 2021. - New Budget: Display Only

Rules: - Activity is required only if the fund starts with 16, 17, 26, 27 32, 33, 82, and 83. - Salaries cannot be changed.

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NZAREVB (Budget System Revenue Update (Screen 5)

- Key Block includes Fiscal Year (2022), Cycle (1), Fund, Organization, Program, and Activity, then “Go”.

- Fund, Organization and Program codes are required fields. - Revenue account codes should begin with 35. - Total revenue must equal total expenses. - Allows updates to estimate for all self-generated revenue. The revenue screen

must be completed prior to printing of the final budget Revenue Update

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- Description: Display Only - Beginning Budget: No changes allowed. - Interim Change: For adjustments prior to July 1, 2021. - Mid-Year Budget: Display Only - Increase/Decrease: For adjustments effective July 1, 2021. - New Budget: Display Only - Total: Calculated - Total Expenses: Total expenses for Fund and Org.

Rules: - Record can be deleted if all amount fields are zero. - When the user exits, they will get a warning message if total expenses does not

match total revenues.

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NZIBOPS (Operating Budget Summary (Screen 6 & 7)

- Key block includes Fiscal Year (2022), Cycle (1), Fund, Organization, Program, and Activity, then “Go”.

- Fund, Org, Program and Activity do not have to be completely entered. Fund field must have at least one character.

Summary Display Only

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NZAATHD (Athletic Department Activity Update (Screen 10)

- Key Block includes Fiscal Year (2022), Cycle (1), Fund, Organization, Program, and Activity, then “Go”.

- The date keyed on this screen updates NZABOPL Operating Budget Line Items table.

Athletic Activity Update

- Activity: Display Only. - Description: Display Only - Beginning Budget: Display Only - Interim Change: For adjustments prior to July 1, 2021. - Mid-Year Budget: Display Only - Increase/Decrease: For adjustments effective July 1, 2021. - New Budget: Display Only - Total: Calculated

Rules:

- Record can be deleted if all amount fields are zero.

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IV. PROCEDURE FOR FINALIZING BUDGET INFORMATION 1. Upon completion of each Org for which you are responsible, use “Y” as the Final

Indicator in form NZRDWCR. CAUTION: TO MAINTAIN DATA INTEGRITY, IF YOU PROCEED PAST THIS POINT BY ANSWERING YES ON SCREEN, YOU WILL BE LOCKED OUT OF THE DATA FOR ALL ACCOUNTS USING THAT ORG (department) CODE. This will lock you out of any funds using that org - be certain you are finished before you select this option.

2. Print a final budget worksheet for each of your accounts. You may print as many copies

of the final printout as you need. Be sure EVERY EMPLOYEE is on a printout.

3. Put together all the elements of your budget package and send the information to your next higher administrator for approval. The budget package will include the final budget worksheet printout and the yellow budget control sheet.

4. If an ORG needs to be unlocked (AFTER YOUR FINAL PRINT), your higher

administrator will have to submit an email request to Mimi Clark at mmc41@msstate.edu. 5. Approved yellow expenditure control sheets should be returned to 336 McArthur, Mail

Stop 9602. Please do not return the final worksheet printouts to the Budget Office. V. REVENUE BUDGETING

• ON-CAMPUS (FUND 100000) REVENUE BUDGETING:

Any department responsible for generating revenue to support their departmental operations must budget that estimated revenue on the revenue screen NZAREVB. The department will be expected to monitor the budgeted revenues. A department who spends their total budget but does not meet their revenue budget will be required to cover the difference from other funds.

• PLANT AND DESIGNATED FUND BUDGETING PROCEDURES:

Plant and Designated Funds will no longer be budgeted. You have the ability to print plant and designated fund budget worksheets if you have employees paid from these funds to allow for review by your administrator. Within the Banner system, report FWGCHFBVP can be run in order to obtain the fund balance for Plant and Designated Funds. You will need to enter the required parameter values for your fund request.

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VI. MISSISSIPPI STATE UNIVERSITY - EXTENSION SERVICE DISTRIBUTIONS

• Federally appointed employees must maintain at least a 51% level of funding from the Extension Service.

VII. ADDITIONAL INFORMATION The forms listed below can be found online at https://www.controller.msstate.edu/forms/.

• Positions to be Deleted from Budget Module and Banner - This form should be

completed for any positions that are no longer needed in your department.

• New Department Head or Department Name change form - This form identifies account number and name changes that are taking place for the department.

The budget office will issue your yearly budget sheet (yellow) form to the appropriate Vice President or Provost. They will then issue them to each department as needed.

• Budgeted Expenditure Control Sheet - This form is yellow and shows your beginning budget. Each department should list any adjustments necessary to bring your total to your approved FY 2021-2022 budget amount. ALL Education and General and Auxiliary funds should have a completed, signed form returned for them.

If you have any questions, please contact the Budget Office at 662-325-8907.